Front Desk Administrator

CT Bakery; Toronto; On-site; CAD 42,000 - 52,000; Full time

Job summary

CT Bakery is seeking an Office & Front Desk Administrator to support multiple departments and act as the first point of contact. You will handle general office duties, data entry, scheduling, and correspondence with internal staff and external partners.

The role requires post-secondary education, strong Microsoft Office skills, and excellent written and verbal communication. You will maintain records, assist with purchasing, invoicing, and ensure confidentiality and professionalism.

Qualifications

• Post secondary education is required.
• 2 years of administrative / office experience.
• Proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Strong administration, record keeping and data entry skills.
• Self-Starter with distinct attention to detail and flexibility to handle diverse tasks.
• Strong communication skills; written and verbal.

Responsibilities

• Print new POs, distribute and enter into PO & Production Schedule spreadsheet and Fishbowl.
• Forward POs to listed people and confirm receipt.
• Create Freight Invoices for US shipments.
• Create and send FDA Data Sheets and USMCA Certificates of Origin for new products; update CT items list annually.
• Create courier shipments within Canada and to the US; track delivery.
• Maintain Samples by Customer Actuals spreadsheet.
• Purchase PPE and production supplies; maintain inventory levels.
• Purchase cleaning chemicals bi-weekly; coordinate with Sanitation Team.
• Purchase office supplies and assist with small purchases.
• Invoicing support for Demand Planning Manager.
• Fire Drill Warden and maintain Personnel Count list.
• Maintain Uniform count and supply lab coats.

Skills

communication skills

attention to detail

time management

Education

Post-secondary education

Tools

Microsoft Office

Job description

The Office & Front Desk Administrator is a key member supporting various departments and stakeholders. In this role, you will be the first point of contact for the company and handle general office duties and administrative office support.

Key Responsibilities:

Office Duties

• Print new PO’s and distribute, enter into PO & Production Schedule spreadsheet and Fishbowl.
• Forward PO’s to listed people and confirm receipt.
• Create Freight Invoices for US shipments.
• Create and send to Customs Broker - FDA Data Sheets and USMCA Certificate of Origin for new products. Update and send complete CT items list annually.
• Create courier shipments using Secure ship for packages shipped within Canada and going to the US. Create Prior Notices via FDA site for sample shipments going to the US. Track updates and delivery.
• Maintain Samples by Customer Actuals spreadsheet.
• Purchase PPE and some production supplies weekly, maintain inventory levels.
• Purchase cleaning chemicals bi-weekly, communicate with the Sanitation Team to maintain inventory levels.
• Purchase office supplies as needed.
• Help Mechanical Maintenance and GM with small purchases.
• Purchase first aid supplies and metal detectable items, communicate with QA to maintain inventory and records.
• Check Pallet orders weekly, communicate with Warehouse Manager to maintain inventory
• Organize small shipments for ON & QC
• Invoicing support for Demand Planning Manager
• Fire Drill Warden – Maintain Personnel Count list and perform duties during drill.
• Maintain Uniform count, keep main office supplied with lab coats.

Front Desk Duties

• Greet all visitors in a helpful and friendly manner
• Handle phone inquiries from internal employees and external customers
• Check general office voicemail and relay all messages to appropriate staff
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence
• Maintain logs for subtrades to pick up cheques
• Exhibit polite and professional communication via phone, e-mail, and mail

Required Knowledge and Experience:

• Post secondary education is required
• 2 years of administrative /office experience
• Proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
• Strong administration, record keeping and data entry skills
• Self-Starter with distinct attention to detail and flexibility to handle diverse tasks
• Strong communication skills; written and verbal
• Ability to work independently with minimal direction
• Solid understanding of business professionalism
• Ability to exercise appropriate level of discretion and confidentiality in dealing with company matters